How to set up an automated email for a segment
beabee can send automated emails when a contact joins or leaves a segment. For example, send a survey to new members or send a notification before memberships expire
To create an automated email for a segment, log in to your beabee instance and click Contacts in the bottom-left corner. Then select the contact segment for which you want to set up an automated email. You can read about how to create segments here.
Click the small email icon above the contact list and select Send email from the drop-down menu.
To have your email sent automatically, select the Ongoing email option. Click here to learn how to send a one-time email to segments.
To compose the body of your email, you can either select a template from the drop-down menu under Template or click New Email to create a completely new message. Click here to learn how to create email templates.
To make sure you can reuse this email in the future, give it a title under Template. You'll be able to find the email later under this name in the Manage email templates overview. There, you can also view the status of your email at any time and adjust it as needed.
If you select New email, you can set the subject and body text of your email.
You can also choose whether to send the email from your default address or use a different email address. Click here to learn how to set your default email address. To use a different address, toggle the switch next to Use custom sender and then enter the desired email address and sender name in the fields that appear.
Be sure to use a valid email address as the sender. This is the only way to ensure that recipients can reply to you.
In the Preview field, you can see how your email will appear to your contacts. Clicking the arrow below the Preview Contact field will show you a preview of the email for each contact in the segment. If you are using merge tags, you can check that they are working here.
Merge tags are placeholders that are automatically replaced with your contacts' personal information. This could include their name, membership number, or other individual details. They allow you to design emails so that each message appears to be written specifically for the recipient—without having to customize every email individually. You can add them by clicking the small tag icon above your email.
Next, you can choose when your email should be triggered. Here, you can choose between two options: Option 1: When a contact joins the segment. Option 2: When a contact leaves the segment. If you choose Option 1, you can also select to have your newly created email sent once to all contacts who are currently in your segment. To do this, simply click the toggle next to the Send immediately to existing contacts field.
Automated emails are sent once per day, usually late at night or early in the morning. All contacts who have entered or exited the segment in that day will receive the automated email.
Done! To finish, click the Send button
You can now find your email by clicking the email icon in the segment and selecting Manage Email Templates. There, you can edit or reuse it at any time.
Last updated